Information Technology Governance Accountability Report OCTOBER 2012

Transcription

1 Information Technology Governance Accountability Report OCTOBER 2012

2 Table of Contents Executive Summary... 3 Status of IT Governance Priorities FY ITS Capital Budget in Support of Governance Priorities FY IT Governance Priorities FY Planned ITS Capital Budget in Support of Governance Priorities FY IT Governance Committee Reports Strategic Information Accountability Board... 8 Operational Information Technology Committee 10 Research & Educational Technology Committee Business Services Committee IT Architecture & Infrastructure Committee Faculty Council Information Technology Committee (C-13) Information Technology Governance Accountability Report, October 2012

3 Executive Summary LOOKING BACK In Fiscal Year (FY) , IT governance committees were responsible for advising and overseeing three planning and seven major Information Technology Services (ITS) capital projects with budget outlays totaling $5 million. Of the seven capital projects, four are nearly complete including the build-out of the east hall of the data center, selection of the Voice over Internet Protocol (VoIP) core technology, implementation of disaster recovery for critical services, and continued investments in information security. The upgrade of the web infrastructure is still in progress, an upgrade to the building access control system has been postponed, and additional disaster recovery for critical services needed to be deferred to the coming year. In addition, IT governance committees delivered a consolidated resource set for data management and planning for campus grant writers and researchers, selected a new Learning Management System (LMS), completed the Administrative Systems Master Plan, and launched the creation of a mobility strategy. The status of each of these projects is outlined below. Summary Status of IT Governance Priorities FY Provide Data Planning and Management Resources to Researchers Determine Learning Management System Begin Build-Out of the Data Center East Hall Implement Disaster Recovery for Critical Services Solidify and Initiate Voice over IP (VoIP) Core Technology Upgrades Continue Investments in IT Security Explore Building Access Control Systems Alternatives Complete Administrative Systems Master Plan Create Mobility Strategy Upgrade Web Infrastructure Begin Move to Open Systems Development Environment Complete In Progress LOOKING AHEAD In FY , the governance committees will advise and oversee four major ITS capital projects with budget outlays of $ million. These projects include major campus core network upgrades, design and build of the new administrative systems technical environment, upgrade of the web infrastructure, and additional disaster recovery for critical services. In addition to these capital projects, IT governance committees will strive to complete the mobile strategy, develop data policies, and focus on new priorities outlined in this report. 3 Information Technology Governance Accountability Report, October 2012

4 Status of IT Governance Priorities FY Provide Data Planning and Management Resources to Researchers Beginning in FY , a majority of Federal agency requests for grant proposals required data management plans in grant applications. Texas Advanced Computing Center, General Libraries, Office of Sponsored Projects, and Information Technology Services (ITS) worked together to develop and deliver data planning and management tools for researchers. Determine Learning Management System and Supporting Technologies Canvas was selected as the new Learning Management System (LMS). Canvas is an open source technology that integrates with Google Apps for Education, lecture capture technologies, social media, and other plug-ins like itunesu and Quest. Canvas is currently being deployed. Begin Build-Out East Hall Data Center The second phase of the Data Center was started. The infrastructure to support future growth in the East Hall will be available in January Implement Disaster Recovery for Critical Services Physical and virtual servers, redundant storage, databases, Blackboard LMS, Austin Exchange Messaging Service, and emergency.utexas.edu were made more disaster recovery capable. In March 2012, ITS also conducted a comprehensive disaster recovery drill. Additional disaster recovery capabilities have been deferred to the coming year. Solidify and Initiate Voice over IP (VoIP) Core Technology Upgrades A move to VoIP was endorsed by all governance committees. Over the next two to three years, campus will adopt VoIP in all units. VoIP provides access to telephony communication from nearly any location in vocal and text modes, better call and service quality, and lower rates. Continue Investments in IT Security During FY , 100 percent of campus laptops were encrypted. Box, a new cloud service, will provide secure cloud computing for campus. Back up storage for faculty and staff was increased to 120TB. Upgrade Web Infrastructure The existing servers that support the campus websites are more than a decade old and based on outdated technologies. In FY , planning for the web refresh was initiated and the upgrade is planned for the coming fiscal year. Create Mobile Strategy In anticipation of the ever growing number of mobile devices and increased use of those devices in the classroom and business operations of the University, a strategy to ensure adequate mobile web and app interfaces for the University, and a responsive web environment is in development. The strategy will be complete by the end of the 2012 calendar year. Complete Administrative Systems Master Plan and Begin Move to Open Systems Development Environment The Administrative Systems Master Plan was completed and endorsed by SITAB. Administrative systems replacement roadmaps are currently being created. Next, a new administrative systems technical environment will be established to support new administrative systems, interfacing architecture, and other shared infrastructure components. Explore Building Access Control System Alternatives Alternatives for the Building Access Control System were reviewed. Due to the volatility of the building access control software marketplace, the project will not proceed at this time. The software market will continue to be monitored and an upgrade implemented when appropriate. 4 Information Technology Governance Accountability Report, October 2012

5 ITS Capital Budget in Support of Governance Priorities FY * Project Total Budget Cost to Date Notes Begin to Build-Out East Hall Data $2,200,000 $2,000,000 Center Solidify and Initiate Voice over IP (VoIP) Core Technology Upgrades Continue Investments in IT Security $2,000,000 $2,000,000 $500,000 $492,000 Implement Disaster Recovery for Critical Services $1,600,000 $1,014,000 Anticipate Additional $585,000 Upgrade Web Infrastructure $750,000 Defer FY 12/13 Begin Move to New Administrative Systems Development Environment Explore Building Access Control System Alternatives $500,000 Defer FY 12/13 $500,000 Defer To Be Determined *As of August 31, 2012 TOTAL $8,050,000 $5,506,000 5 Information Technology Governance Accountability Report, October 2012

6 IT Governance Priorities FY Upgrade Core Campus Network and Develop Network Speed Plan Replace and upgrade core network infrastructure components to move campus towards ultrafast network speeds. A network plan will be developed so the campus will realize increase in network speeds from our current ten gigabits per second (GBPS), to 40 GBPS, to 100 GBPS. Create Educational Technology Roadmap The most appropriate technologies for instruction will be investigated and determined for campus. A roadmap for deployment of these preferred technologies will be developed, including support and training. Create Big Data Policies As large amounts of big data are produced by University researchers, data policies that define how data is accessed, shared, and preserved will be explored. Enhance Research Computing Environment A set of guidelines, standards and capability for expanding the University research computing environment, including secure cloud computing options that enable collaboration, will be developed with campus researchers. Begin to Develop Learning Analytics To enhance teaching and learning, best practices and methods for tracking and using real-time data collected during the learning process will be analyzed to continually improve learning outcomes. Create Administrative Systems Replacement Roadmaps As business units undergo efficiency assessments, administrative systems replacement roadmaps will developed, driven by business plans and technologies to support increased efficiencies. Design and Build the New Administrative System Technical Environment The technical environment that will support the new administrative systems will be designed and established. Units across campus will work together to move toward an open systems, standards-based technology environment. This environment will include the creation of the new interfacing architecture and other shared infrastructure components. Define Universal Institutional Data Access As data become more readily available, the question of who is allowed to use certain University data, and for what purpose, is becoming more important. Policies that communicate the University s position on the use of institutional data will be developed. Drive Savings via Cooperative Software Purchasing In accordance with Strategic IT Advisory Committee Initiative 2.5, campus will collaborate to drive more savings through leveraging strategic cooperative software purchasing. ITS will fund a position to strategically source software and cloud computing capabilities Upgrade Web Infrastructure A continuing effort will be made to implement a more robust web infrastructure for the University and augment this infrastructure to be more responsive to customer needs, including mobile computing on campus. Complete Mobile Strategy A strategy to develop and support responsive web design and applications for mobile classroom and business operations will be complete by the end of the 2012 calendar year. 6 Information Technology Governance Accountability Report, October 2012

7 Planned ITS Capital Budget in Support of Governance Priorities FY Project Estimated Budget Core Campus Network Infrastructure Upgrades $1,800,000 $2,000,000 Upgrade Web Infrastructure $500,000 - $750,000 Design and Build the New Administrative Systems Technical Environment Implement Additional Disaster Recovery for Critical Services $300,000 - $500,000 $500,000 - $600,000 Total $3,100,000 - $3,580,000 In addition to the large capital budget items above, ITS will dedicate $750,000 in operating funds in FY to accelerate the Voice over Internet Protocol (VoIP) implementation on campus. The following pages present the reports from all the IT governing committee in FY Information Technology Governance Accountability Report, October 2012

8 IT Governance Committee Reports Strategic Information Technology Accountability Board (SITAB) Charter The Strategic IT Accountability Board meets quarterly to approve the enterprise IT vision and overall IT budget structure, set key IT priorities for campus, endorse IT principles and policies, resolve enterprisewide strategic IT issues, and establish accountability for enacting decisions. The Board consists of executive-level positions from across campus and serves as the definitive decision-making body for IT on campus. The Board ensures IT alignment with the central mission of the University. Committee Members FY Name Position & Organization William Powers, Jr. Fred Heath Steve Leslie Kevin Hegarty Pat Clubb Jay Boisseau Charles Roeckle Betsy Greenberg Frederick Steiner Andrew Dillon Gregory Fenves Brad Englert Committee Chair, President OIT Chair, Vice Provost and Director of UT Libraries Executive Vice-President and Provost Vice President and Chief Financial Officer Vice President for University Operations Director, Texas Advanced Computing Center Deputy To the President Chair of the C-13 Faculty Committee, Associate Professor, McCombs School of Business Dean, School of Architecture Dean, School of Information Dean, Cockrell School of Engineering Chief Information Officer 8 Information Technology Governance Accountability Report, October 2012

9 SITAB Summary Item Completed Projects/Approvals Outcome Endorsed VoIP Core Technology Upgrades Endorsed Administrative System Master Plan Retired University Mailbox Services (UMBS) for Students, Faculty, Staff, and Retirees Endorsed Learning Management System Endorsed Mobility Strategy Launch Endorsed Build-Out of the Data Center East Hall Provided Input on Investments in IT Security Provided Input on the IT Security Personally Identifiable Data Breach Plan SITAB Roadmap Endorse the accelerated move to VoIP Endorse support structure for a research computing environment that includes secure cloud technologies Endorse plan to increase network speed Endorse big data policies and guidelines Endorse learning analytics strategy Endorse institutional data access policies Endorse upgrade plans for web infrastructure Endorse mobile strategy Endorse inventory processes 9 Information Technology Governance Accountability Report, October 2012

10 Operational Information Technology (OIT) Committee Charter The Operational Information Technology Committee works closely with the Strategic IT Accountability Board (SITAB) and with the subject-area committees. While overall strategies and priorities are set by SITAB, the Operational IT Committee defines and recommends approaches to key IT funding issues, project priorities, initiative management, and forecasting. The Operational Information Technology Committee expects the Business Services, Research and Educational Technology, and IT Architecture & Infrastructure committees to take the lead in exploring new IT opportunities, resolving IT issues, and recommending courses of action. Additionally, the OIT launches special interest task forces to address and make recommendations on issues that span all three areas. The Operational IT Committee also governs the exploration and funding of new IT services, as well as sun-setting services that have reached end-of-life. Committee Members FY Name Fred Heath Ryan Baldwin Natalie Butler Brad Englert Mark McFarland Mary Knight Paul Newman Clark Penrod Chris Plonsky Russ Poldrack Bruce Porter Esther Raizen Gretchen Ritter Dan Slesnick Gerald Speitel Position & Organization Committee Chair, Vice Provost and Director, UT Libraries, University of Texas Libraries AIC Chair; Senior Information Technology Manager, Learning Technology Center, College of Education Undergraduate student representative, Comm. Studies, Plan II Honors Program, College of Liberal Arts Chief Information Officer (Replaced Bryan Harold), Associate Director for Digital Library Services, University of Texas Libraries BSC Chair; Associate Vice-President and Budget Director Sr. Associate Dean for Academic Affairs, Red McCombs School of Business Executive Director, Applied Research Laboratories Athletics Director R&E Chair; Director, Imaging Research Center, College of Liberal Arts Department Chair and Professor, Department of Computer Science, College of Natural Sciences Associate Dean for Research, College of Liberal Arts Vice Provost for Undergraduate Education; Professor, College of Liberal Arts Vice Provost; Professor, Department of Economics, College of Liberal Arts Associate Dean for Academic Affairs, Cockrell School of Engineering 10 Information Technology Governance Accountability Report, October 2012

11 OIT Summary Item Completed Projects/Approvals Outcome Endorsed VoIP Core Technology Upgrades Endorsed Administrative System Master Plan Retired University Mailbox Services (UMBS) for Students, Faculty, Staff, and Retirees Endorsed Learning Management System Endorsed Mobility Strategy Launch Endorsed Build-Out of the Data Center East Hall Provided Input on Investments in IT Security Provided Input on the IT Security Personally Identifiable Data Breach Plan Approved the Box File Sharing Service OIT Roadmap Support and accelerate the move to VoIP Support research computing environments that include secure cloud technologies Endorse plan to increase network speed Advise the creation of big data policies and guidelines Endorse learning analytics approach Advise the creation of institutional data access policies Support cooperative software purchasing Endorse upgrade plans for web infrastructure Endorse mobile strategy Align inventory processes to increase efficiency and so that device tracking is easier in a manner that addresses any disparities between IT policy, inventory policy, purchasing policies, and in some cases state policies 11 Information Technology Governance Accountability Report, October 2012

12 Research & Educational (R&E) Technology Committee Charter The Research and Educational Technology Committee focuses on coordination and communication to support research and educational technologies across campus. This group provides leadership for the University's research capabilities, learning management system, teaching and collaboration tools, and classroom technology tools. Through the Longhorn Innovation Fund for Technology (LIFT), the committee leads the effort to identify initiatives and allocate seed money to innovative technology projects that support students and faculty at the University. Committee Members FY Name Russ Poldrack Jon Bass Pat Davis John Ekerdt Brad Englert Jim Kerkhoff Harrison Keller Alan Lloyd Mia Markey Paul Resta Samuel Scarpino Dan Stanzione Joe TenBarge Laura Wright Position & Organization Committee Chair, Director, Imaging Research Center, College of Liberal Arts Assistant Vice President, Institute for Computational Engineering and Science Senior Associate Dean, College of Pharmacy Associate Dean for Research, Cockrell School of Engineering Chief Information Officer Assistant Dean for Information Technology, College of Fine Arts Vice Provost for Higher Education Policy and Research, Department of Educational Administration, College of Education Professor, Molecular Cell and Developmental Biology, College of Natural Sciences Associate Professor, Biomedical Engineering, Cockrell School of Engineering Director, Learning Technology Center; Professor, Department of Curriculum and Instruction, College of Education Graduate student representative, Ecology, Evolution and Behavior, School of Biological Sciences Deputy Director, Texas Advanced Computing Center Assistant Dean for Technology, College of Liberal Arts Undergraduate student representative, Biology, Plan II Honors Program 12 Information Technology Governance Accountability Report, October 2012

13 R&E Summary Item Completed Projects/Approvals Outcome Launched creation of a Mobile Strategy Recommended the new Learning Management System Provided Input on the IT Security Personally Identifiable Data Breach Plan Provided Data Planning and Management Resources to Researchers Provided Input on the Administrative Systems Master Plan Awarded Longhorn Innovation Fund for Technology (LIFT) Awards ( ) Recommended the Box File Sharing Service LIFT Awardees A description of LIFT and an overview of all projects funded can be found in the following link: From Corpus to Classroom: Developing a Pedagogical Interface for the SPinT Corpus Appsoma an innovative "cloud-based" approach to promote online coding, sharing and learning, jumpstart research activities, and perform research computations with reproducible results Online Text to Learning Management System: Transforming the Texas Politics Online Text Online Components for Intensive Language Learning Electronic Tools for Increasing University-based Innovation, Technology Development and Commercialization R&E Roadmap Provide input on campus network upgrade and speed plan Create educational technology roadmap Enhance research computing environment Develop big data policies and guidelines Begin to develop learning analytics strategy Complete mobile strategy Determine LIFT Awardees 13 Information Technology Governance Accountability Report, October 2012

14 Business Services Committee (BSC) Charter The Business Services Committee identifies and prioritizes technology-based solutions for shared business needs, sets priorities, and ensures coordination on the effective use of information technology resources to meet the operational and strategic needs of the University. This committee is responsible for timely and coordinated deployment of business information systems for the benefit of the University community. The Business Services Committee has primary oversight for all custom-developed and application-packaged and hosted, cloud-based administrative systems. The committee consists of the leaders of University business operations. Committee Members FY Name Mary Knight Michael Bos Brad Englert Kristi Fisher Kathy Foster Jerry Fuller Bob Harkins Kedra Ishop Steve Kraal Shelby Stanfield John McCall Renee Wallace Debra Kress Athena Reynolds Position & Organization Committee Chair, Associate Vice President, Budget Office Associate Athletics Director Chief Information Officer Associate Vice Provost, Information Management and Analysis Academic Budget Officer, Office of the Provost Assistant Vice President, Office of the Vice-President and Chief Financial Officer Associate Vice President, Campus Safety and Security Vice Provost and Director of Admissions, Office of Admissions Senior Associate Vice President, Office of Campus Planning & Facilities Management Associate Vice President and Registrar, Office of the Registrar Associate Vice President, University Development Office Associate Vice President, Office of the Executive Vice President and Provost Associate Vice President for Human Resources Chair, Administrative IT Leaders Committee 14 Information Technology Governance Accountability Report, October 2012

15 BSC Summary Item Completed Projects/Approvals Outcome Completed Administrative Systems Master Plan Oversaw ERP User Interface implementation Advised the Centralized Authentication System Assessment (CASA) Implementation Endorsed the Software Application Change Management Processes Provided input on the IT Security Personally Identifiable Data Breach Plan BSC Roadmap Create administrative system replacement road maps Develop institutional data access policies, and institutional data strategy Drive campus savings via cooperative software purchasing Oversee development of robust central and supporting web services Provide input on the campus network upgrade and speed plan 15 Information Technology Governance Accountability Report, October 2012

16 IT Architecture & Infrastructure Committee (AIC) Charter The Information Technology Architecture & Infrastructure Committee oversees standards for data and voice networks, data storage, administrative computing infrastructure, applications, and information security issues. Fostering communication across these areas improves understanding of the shared infrastructure and facilitates campus-wide input on architecture and infrastructure issues. IT architecture and infrastructure is not isolated to one area of the University. In order to share the responsibility and accountability for the seamless delivery of IT services to campus, the committee consists of representatives from across campus. Committee Members FY Name Ryan Baldwin Cam Beasley Huapei Chen Brad Englert William Green Bob Gloyd Mike Harvey Brad Johnston James Lewis John Lovelace Position & Organization Committee Chair, Senior Information Technology Manager, Learning Technology Center, College of Education Information Security Officer Director, ITS Systems Chief Information Officer Director, ITS Networking & Telecommunications IT Director, Cockrell School of Engineering Assistant Dean of Information Technology, School of Law Help Desk Specialist, College of Fine Arts IT Manager, College of Liberal Arts Interim Director, ITS User Services Mark McFarland Associate Director for Digital Library Services, University of Texas Libraries Roy Ruiz Ron Russell Charles Soto Patti Spencer Director of Technology Resources, University Operations Senior IT Manager, Jackson School of Geosciences Director of Technology Services, College of Communication Associate Chair for Operations, Department of Computer Science 16 Information Technology Governance Accountability Report, October 2012

17 AIC Summary Item Completed Projects/Approvals Outcome Advised the CASA Strategy Implementation Provide Input on Internet Protocol version 6 (IPv6) Strategy Monitored Virtual Desktops for Campus Labs (vdesk) Project, Phase 3 Endorsed VoIP Core Technology Upgrade Identified Cloud Services Best Practices (e.g., Box) Provided Input on the IT Security Personally Identifiable Data Breach Plan Provided Input on Disaster Recovery for Critical Services Provided Input on Learning Management System Provided Input on Desktop and Laptop Backup Approaches Directed Web Infrastructure Upgrade Initiative Provided Input on the Administrative Systems Master Plan AIC Roadmap Provide input on campus network upgrade and speed plan Provide input on educational technology roadmap Design the technical open, standards-based environment that will support the new administrative systems Upgrade web infrastructure Provide input on cooperative software purchasing and cloud solutions Lead development of the common administrative systems software development methodology Drive savings via cooperative software purchasing 17 Information Technology Governance Accountability Report, October 2012

18 Faculty Council Information Technology Committee (C-13) Charter Recommend to the president, and the Chief Information Officer, and the Faculty Council changes in policies regarding information technology; to consult with and advise the Chief Information Officer about policies and procedures pertaining to information technology at the University. Committee Members FY Name Betsy Greenberg, Chair Simone A. Browne Derek Chiou Luis Francisco-Revilla Paul Resta Gary B. Wilcox Anthony L. Brown Chang Liu Karen R. Blaney John B. Chambers Chad Fulton Joseph Howe Michael Morton Amardeep Kahlon Ashley Carlisle Harrison Keller Brad Englert, ex officio Alice Hatfield, ex officio Joe TenBarge, ex officio Position & Organization Associate Professor, Information, Risk, and Operations Management, Red McCombs School of Business Assistant Professor, College of Liberal Arts Associate Professor, Department of Electrical & Computer Engineering, Cockrell School of Engineering Assistant Professor, School of Information Ruth Knight Millikan Centennial Professor, College of Education and Director of the Learning Technology Center John A. Beck Centennial Professor in Communication, Department of Advertising, College of Communication Assistant Professor, Department of Curriculum and Instruction, College of Education Associate Professor, Department of Communication Sciences and Disorders, College of Communication Safety Specialist, Facilities Senior Software Engineer, Department of Computer Science Program Coordinator, Center for Teaching and Learning Senior IT Manager, Engineering Senate of College Councils Representative Graduate Student Assembly Representative Student Government Representative Director, Center for Teaching and Learning Chief Information Officer Senior Software Developer/Analyst, Budget Office (financial affairs representative) Assistant Dean, LAITS (College and School Technology Coordinators Representative) 18 Information Technology Governance Accountability Report, October 2012

19 C Summary Item Completed Projects/Approvals Outcome Provided Input on VoIP Core Technology Upgrades Provided Input on the retirement of University Mailbox Services (UMBS) for Students, Faculty, Staff, and Retirees Endorsed Learning Management System Endorsed Mobility Strategy Launch Provided Input on Laptop Encryption Provided Input on Lecture Capturing and Classroom Response Systems Provided Input on Cloud File Sharing The full Annual Report for C-13 can be found in the following link: C Roadmap Provide input on mobile strategy Assist in launching learning analytics Share ideas and best practices developed from the course transformation program Advise the educational technology roadmap and online learning tools (for example, Ed) 19 Information Technology Governance Accountability Report, October 2012